Fundraising and Communications Team Coordinator (Part Time)

Support to the Fundraising and Communications Director and Heads of Department:

Assist the Director of Fundraising and Communications and the various Heads of the Fundraising and Communications Department in the fulfilment of routine administrative requests

Proactive approach to assisting the Director of Fundraising and Communications with diary management

Acting as a point of contact for the Director of Fundraising and Communications (and the wider department, as required)

Timely monitoring, collation and summarising of papers, reports and presentations, including regular SLT and Board reports

Manage and develop effective filing systems for storage, archiving and regular access in line with departmental needs and data protection regulations

Assist in preparation of reports and presentations; collate reports and enter them onto the centralised system (IMS) to ensure that information is easily accessible within the organisation; distribute them as appropriate

Assist Director of Fundraising and Communications by consolidating monthly credit card statement

Travel Co-ordination:

 Manage all travel arrangements for the department including:

Bookings for international and UK travel and accommodation

Helping to gather or create appropriate briefing documents

Organising medicals and vaccination appointments where necessary

Briefing travellers on organisational requirements for travel and security

Advising on visa requirements and preparing required visa documentation for both internal and external parties. Providing cover for the PA to the CEO and International Administrations Coordinator; booking travel and preparing visa documents for other teams, the CEO and the Brooke trustees.

Meetings, Conferences and Events:

Co-ordination of meetings with internal and external stakeholders including preparing agendas, inviting attendees, arranging venues and catering, taking minutes and following up on actions as appropriate

Assisting in arranging meetings with international colleagues, both via video conference and in person

Arranging external workshops and meetings as required, including departmental and team away days

Contributing to the preparation and running of Fundcomm events

Represent the charity externally at equestrian and fundraising events.

Support to Projects for Fundraising and Communications Department:

 Co-ordination of inductions for new starters in the department

Management of Fundraising and Communications information on internal systems including Alfresco and IMS

Financial support to the department including raising and monitoring POs and processing incoming invoices

Assisting in the preparation and/or delivery of training

Maintain accurate database records, ensuring that all relevant information about supporters is promptly recorded on CARE.

Providing support for SCT:

Providing support to the SCT. Logging into the VCC phone system during office hours. Talking to potential and existing supporters and dealing with complaints, donations and other queries. Recording the calls and updating CARE accurately and promptly.